Creating an Invoice Batch

Overview

The Invoice Batch functionality allows users to group multiple invoices into a single batch for streamlined processing, tracking, and financial management. The grouping of invoices is controlled through the Invoice Batch Creation Criteria app configuration, ensuring that only compatible invoices are consolidated into the same batch.

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App Configuration Requirement

Before creating an Invoice Batch, ensure that the following configuration is set:

1. Invoice Batch Creation Criteria

Location: Menu → App Config → General → Invoice Batch Creation Criteria

Functionality:

• This configuration determines how invoices are grouped into batches.

• Multiple options can be selected, and the system will group Invoices into the same batch only when all selected criteria match.

Available Options:

• Tracking Number

• BOL Number

• Currency

• Customer

By default, all parameters are selected in the app configuration.

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Workflow

Workflow

Step 1: Navigate to Menu → App Config → General → Invoice Batch Creation Criteria and select the parameters (e.g., Tracking Number, BOL Number, Currency, Customer) that should be used to group invoices.

Step 2: Go to the Invoice Centre, which displays all existing invoices, and select the invoices that you want to include in the batch.

Step 3: Click on the Options dropdown menu and select the Generate Invoice Batch option.

Step 4: A dialog box will appear displaying the Consolidation Identifier dropdown with the following options:

• Nothing Selected

• Tracking Number

• BOL Number

Select the appropriate option and click Generate.

Step 5: The system evaluates the selected invoices based on the configured Invoice Batch Creation Criteria and the selected Consolidation Identifier.

• If the criteria match, a single batch is created and becomes visible in the Invoice & Packing Slip Batch Centre.

• If the criteria do not match, separate batches are created based on grouping conditions.

• If no criteria are selected in the app configuration, the system creates a single batch containing all selected invoices.

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Validation Rules

1. You will be unable to generate a batch for invoices that already exist in a batch.

2. Invoices missing required grouping parameters (e.g., Tracking Number or BOL Number) will not be included in the batch.

3. If a batch contains multiple customers, the Customer Name, Customer Full Name, and Customer Account# fields will display comma-separated values.